EUROPEAN INSPECTION AND CERTIFICATION COMPANY S.A.

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1 EUROPEAN INSPECTION AND CERTIFICATION COMPANY S.A. 89 CHLOIS & LIKOVRISEOS STR METAMORFOSI TEL: , INTERNET SITE: FAX: MANAGEMENT SYSTEMS CERTIFICATION REGULATION Π13.1/Ε01/ ISSUE 3 nd / AMENDMENT 5 th CONTROLLED DOCUMENT METAMORFOSI 2010 Π 13.1/ Ε01/ AMENDMENT Νο : 05 Page 1 from 13

2 AMENDMENT HISTORY PAGE No. AMENDMENT No. AMENDMENT CONTENT DATE 6 00 Modification of logo usage regulation 14/01/ Modification of E.SY.D. s logos 01/06/ Performing of specific audit 01/06/ Performing of specific audit, extension of the scope 01/06/ Extension of the scope to the standard ΕΛΟΤ Extension of the scope to the standard ΕΝ Revision of Eurocert s logo Π 13.1/ Ε01/ AMENDMENT Νο : 05 Page 2 from 13

3 CONTENTS INTRODUCTION EUROCERT S PRINCIPLES ARTICLE 1 : PURPOSE OF THE REGULATION ARTICLE 2 : GENERAL REQUIREMENTS ARTICLE 3 : APPLICATION SUBMISSION AND PROCESSING FOR ASSESSMENT AND CERTIFICATION ARTICLE 4 : CERTIFICATION AND REGISTERING ARTICLE 5 : SURVEILLANCE AND RE-ASSESSMENT ARTICLE 6 : EXTENSION TO CERTIFICATION ARTICLE 7 : REFUSAL, INTERRUPTION AND WITHDRAWAL OF THE CERTIFICATION ARTICLE 8 : CHANGES REVISIONS ARTICLE 9 : APPEALS ARTICLE 10 : FINANCIAL TERMS Π 13.1/ Ε01/ AMENDMENT Νο : 05 Page 3 from 13

4 INTRODUCTION EUROCERT S PRINCIPLES 1. EUROCERT EUROPEAN INSPECTION AND CERTIFICATION COMPANY S.A. is a private Anonymous Company activating in National, European and international level. 2. EUROCERT is not involved, in any way, in providing consulting services for designing and implementing the management systems of the interested companies. 3. EUROCERT s independence is assured by its Statutory, its organisational structure and the operation of its Certification Committee. 4. All companies that cooperate with EUROCERT are treated equally, with exclusive object the right interpretation and implementation of Certification Standards according to this Regulation. USED ABBREVIATIONS ESYD : Hellenic National Accreditation System S.A. M.C. Management Systems Conformity Certificate A.T. Audit Team C.C.R. : Certified Companies Register ARTICLE 1 : PURPOSE OF THE REGULATION 1.1. The present document is written in Regulation form, according to internal procedures which are applied by EUROCERT and are in conformity with the ISO/ IEC standard requirements and the corresponding IAF guidelines. The present Regulation determines the obligations of companies and EUROCERT and the procedures for issuance, surveillance, extension, interruption renewal and withdrawal of the Management Systems Conformity Certificate. The Certification of a company brings the immediate record in C.C.R. and it s publication in EUROCERT web site The implementation of the present Regulation is supervised by the Certification Committee. It s an independent Committee, in which the interested for Certification parts per branch, products/ services are represented. In the Certification Committee there are representatives from, at least, the Hellenic Federation of Enterprises (SEV), the Consumers Union Quality of Life, the Greek Association of Plant Protection and EUROCERT In order to certify a company s Management System, it s necessary to show compliance with requirements of the this Regulation and requirements of corresponded standards Certifications (ISO 9001, BS OHSAS 18001:2007/ Π 13.1/ Ε01/ AMENDMENT Νο : 05 Page 4 from 13

5 ΕΛΟΤ 1801:2008, ISO 14001, EMAS REGULATION, ΕΛΟΤ 1435:2009, EN16001:2009, etc) 1.4. The issuance of a M.C. requires the evaluation of the Management System of a company. It must not be used as or confused to a Product Conformity Certificate Certified companies can use EUROCERT logo as bellow: Α Β Cert. No. ΧΧΧ/CC - SC/MM.YY Α Β Cert. No. ΧΧΧ/ CC - SC/MM.YY A: Certified MS B: ISO 9001:2008 ISO 14001:2004 BS OHSAS 18001:2007/ ΕΛΟΤ 1801:2008 EN16001:2009 ISO/IEC 27001:2005 ΕΛΟΤ 1429:2008 ΕΛΟΤ 1435:2009 ISO 22000:2005 AGRO 2.1 & 2.2. AGRO 3.1 ή AGRO 3.2 ή AGRO 3.3. ή AGRO 3.4 XXX: Serial Number CC - SC: Country code or agency code, - the code of the standard MM: The month YY: The year Π 13.1/ Ε01/ AMENDMENT Νο : 05 Page 5 from 13

6 Verified Environmental Management Reg. No Validate Information Reg. No The EMAS logo is granted by the responsible commission (EMAS). It can be used only by registered organizations and only for as long as their registration is valid. The logo of EMAS has always to bear the registration number and always be used according to the requirements of annex V of the regulation EMAS 1221/2009. The EMAS logo cannot be used for: For products or on packing s neither In combination with comparative claims concerning other activities and services, or in a manner which might create confusion with environmental product labels. Environmental information published by registered organization may bear the EMAS logo, provided that said information referring to the latest environmental statement or updated environmental statement from which it originated. In case the Management Systems Conformity Certificate scope does not cover every activity of the company then logo must be accompanied also by a mark which will identify the accurate certified activities. Logo is exclusive property of EUROCERT, it concerns only the approved company and it cannot be transferred for any reason The shape of the logo must not be falsified or modified and the dimensions of the text and the label must remain firm. The logo must be used in identical format and such a way in order to refer to the certification of the company's management system and not of its products. The usage of the logo on the package of the products is prohibited Π 13.1/ Ε01/ AMENDMENT Νο : 05 Page 6 from 13

7 unless it is accompanying with related text. In each audit, the auditors of EUROCERT will check the companies for the correct usage of the logo. In case that inappropriate usage of the logo or the falsification of it detected (with inspection, advertisement, accusation etc.) EUROCERT will inform the certified company with a letter. The certified company must withdraw the relevant material within 15 working days after the notification of the letter. ARTICLE 2 : General Requirements 2.1 All kinds of companies, independently of size or activity, can apply for the Certification of a Management System to EUROCERT. 2.2 All applications are evaluated, but in order to be accepted for the starting of the Assessment and Certification procedure, they must meet the following conditions: Α. The company must have the relevant system s documentation and send it to EUROCERT upon request. Β. Have applied the Management System for over three months. C. Have signed the EUROCERT s Certification Contract 2.3 The company must include all requirements according to the relevant Legislation (National and Community) in the Management System. 2.4 EUROCERT management and staff (permanent and external associates) handle all information that comes in their hold during Certification procedure, as strictly confidential. ARTICLE 3 : APPLICATION SUBMISSION AND PROCESSING FOR ASSESSMENT AND CERTIFICATION 3.1 The company must fill the Application for Certification and send it back to EUROCERT along with the relevant system documentation preferably in electronic form. 3.2 Directly after the filling of the application the assessment procedure begins. During this stage, the content of the application and the attached documentation are reviewed. If it s required, EUROCERT may ask for further documentation. In case of acceptance of the application, the audit team which will be appointed to the company is formed. In case of rejection of the application, the Company is informed in writing. 3.3 In order to schedule the audit, the Company must sign a contract with Π 13.1/ Ε01/ AMENDMENT Νο : 05 Page 7 from 13

8 EUROCERT. The contract is valid for three years and can be renewed. 3.4 EUROCERT, along with the contract, sends the three year audit program which describes the standard s key points that are going to be assessed at the three year certification cycle, and every year sends a fax or letter with the audit plan that describes the audit team formation, time and site of audit and the relevant Certification standard. The client s organization has the obligation to accept the program with the signed contract and the audit plan by signing the fax or letter or ask it s modification in writing. If there is no written answer within five (5) days it is considered as acceptance. 3.5 The initial assessment of the Management System includes two (2) stages. (Stage 1 and Stage 2). The time interval between the two stages cannot exceed six months. 3.6 The audit team is composed by one or more Auditors, permanent or external associates, approved by EUROCERT Board of Directors according to International Standard ISO requirements, and occasionally from Technical Experts. The team formation is selected in order to have the technological, the industrial and the business sufficiency to be able to assess the Management System of the candidate company. 3.7 Technical experts may come from different sectors of industries, public sector, educational institutions, research centers, etc. 3.8 When external operators are used during an audit, EUROCERT takes all the appropriate measures in order to safeguard impartiality, confidentiality and objectivity. In any case, the client s organization has the right to object and ask for replacement as long as there is an objective and documented reason. 3.9 The company has the obligation to allow to the audit team members access in it s premises, to provide any documents and records relevant to the audited Management System, to provide a proper area for the audit team meetings, to facilitate Auditors by giving them all other required documents and allow them to interview company s staff. Also to ensure that the legal representative of the company and the suitable responsible staff, will be present during the audits The company has the obligation to accept the presence of an accreditation body representative during the audit The company has the obligation to provide the proper safety equipment to the audit team, if it is required During the audit the company s procedures are assessed for their compliance with standards requirements, and their implementation. The Π 13.1/ Ε01/ AMENDMENT Νο : 05 Page 8 from 13

9 effectiveness of Management System is assessed with regard to the company s policies and objectives In case there are deviations from the specified requirements then nonconformities and remarks are recorded. a. Non-conformity is the entire lack or the defective recording of a required, from the standard, process or the non-implementation of such process. c. Remark is a single observed deviation in documentation or in the implementation of a process that could lead to non-conformity in the future. A large number of remarks that they are systematically focused on a single requirement of the relevant standard are regarded as a non-conformity. The audit team completes the audit report with findings and presents it to the client s organization staff. The client s representative signs the report and sends it to EUROCERT by or fax EUROCERT does not proceed with the certificate issuance if there are any non-conformities in abeyance. The confirmation for the elimination of the nonconformities is done either with a special audit if they concern the management system implementation or with relative documentations (corrective actions) send to EUROCERT from the client s person in charge The time for non-conformities elimination can t exceed the three months period from the last day of the audit Special audit s additional costs will be charged to the client The Appointed Manager s decision for the issuance or not, of the MANAGEMENT SYSTEM CONFORMITY CERTIFICATE is based on audit s results and after the confirmation of the elimination of non-conformities from the Audit team The Committee Certification validates the Appointed Manager decisions. If the Committee Certification denies the validation, then a Special Audit is conducted under EUROCERT responsibility, to examine the Committee remarks. In case of non-conformities observed then article 7.2 of the present Regulation is applied. The cost of these special audits will be undertaken by EUROCERT EUROCERT is not responsible in case there are any demands arise from non conformities on the certified client s relevant legislation. In this case, the Π 13.1/ Ε01/ AMENDMENT Νο : 05 Page 9 from 13

10 client s organization is obligated to inform EUROCERT immediately and in writing. ARTICLE 4 : CERTIFICATION AND REGISTRATION 4.1 After the payment of the expected, from the contact, certification cost, Management System Conformity Certificate is issued. On this document the following information is recorded: client s organization data, certification scope, product units, reference standard and validation date. 4.2 The Management System Conformity Certificate, certifies that the company has established, maintain and apply a Management System, which is in compliance with the requirements of the reference standard and that the company has the structures, the recourses and the trained personnel to ensure a constant level of quality for its products or/ and it s services. However, this certificate does not stand for or replace a Certificate of Conformity (Quality) for products or/and services offered. 4.3 During the three-year certificate validation, every regional office, work site, production unit or other unit, that is relevant with the certification scope, is audited. 4.4 After the issuance of the Management Systems Conformity Certificate, client s organization is recorded to C.C.R.. C.C.R. includes the company s name, category or kind of products and/ or services which are covered from the certification scope, the standard according to which the assessment is conducted, and other information required. 4.5 C.C.R. is frequently updated and is permanently registered on the internet on the address: It may also be published to the media. ARTICLE 5 : Surveillance and Re-assessment 5.1 EUROCERT, during the certificate validation period, carries out surveillance audits for the full and continuous management system implementation of the certified company, to ensure the continuous conformity with reference standard and the present regulation. 5.2 The certified company has the obligation to inform in written when there are changes in structure or documentation (changes in the organizational structure, change of the management representative, change of address, extension of activities or stopping of production, changes in main mechanical equipment etc), which may affect the implementation of the management system that was assessed during the last audit. EUROCERT conduct special audits if Π 13.1/ Ε01/ AMENDMENT Νο : 05 Page 10 from 13

11 There is written appeal that there is an inappropriate use of the certificate or a costumer compliant If there are reasons verification of non-conformities If the company asks extension or change of the certificate scope If EUROCERT Committee Certificationς requires it. If there is an emergency (explosion, fire etc) which will affect the system implementation. If accreditation body or relevant notification organizations require it There is appeal for the pollution of the environment or other breaches regarding the observance of the legislation 5.3 Three months before the termination of the certificate, the company can ask not to be re-assessed. 5.4 Otherwise and if there is no demand for the interruption of the Management Systems Conformity Certificate, the Re-assessment Audit is conducted before the end of certificate validation date. Procedure which kept during the renewal is the same as during the initial audit (stage 1 audit may not be required). A full documentation and implementation check is conducted in company s premises. 5.5 If the re-certification is conducted after the expiration of the certificate then the same procedure for initial audit is followed (stage 1 & stage 2). ARTICLE 6 : Certification Extension 6.1 For the certification scope extension or change, the certified company must send an application and relative documentation to ΕURΟCΕRΤ. Depending on the case, a special audit or combined with the yearly audit surveillance, is conducted. 6.2 For the dispatch of the case the procedure described in the article 4 is followed and a new certificate is issued. ARTICLE 7 : Suspending, withdrawing or reducing the scope of certification 7.1 The company may decline the Certificate use, with a written notification, at least 3 months in advance. In this case it must return the original certificate to EUROCERT s head offices and must stop the use of the EUROCERT Logo. 7.2 EUROCERT has the right to put in suspension the certificate if: The client is systematically unable to follow the requirements of the standard and this regulation The client denies the conduction of the audits for the interval which is determined from EUROCERT The client has asked for the interruption of the Certification Π 13.1/ Ε01/ AMENDMENT Νο : 05 Page 11 from 13

12 In this case, a time interval of not than more six months is given to the client to comply with the requirements of the reference standard and this regulation. If at least one of the above still holds and the client is unable to resolve the problem then EUROCERΤ may ask for the withdrawal of the client s certificate or the reduction of its certification scope. 7.3 After the withdrawal, the company has the obligation to stop every use and advertisement of the certificate and logo within a week and return the original Certificate to EUROCERT s head office. 7.4 In case of permanent withdrawal, the C.C.R. is updated with the condition of withdrawal and the disqualification is announced to the media, while in case of temporary withdrawal the C.C.R. is updated only by a remark. 7.5 The company is obliged to stop using the Logo if Certificate validation time ends or when the certificate is withdrawn or suspended. 7.6 The ccompany must ask for EUROCERT s opinion, about the way it will use the Logo in documents, forms or advertising material. ARTICLE 8 : Changes/ Revisions 8.1 In case there are changes or revisions of the reference standards and of the Certification procedure, EUROCERT informs directly and in written the company, which has the right to decline the Certificate or continue its use. In the second case the Management System must be adjusted within a time limit which will be specified by EUROCERT. The verification of the adjustment with the new requirements will be assessed with a Special Audit. The company will be charged with the relevant cost. ARTICLE 9 : Appeals 9.1 The company can appeal against decisions of EUROCERT members, in written, within thirty days from the notification of the decision. Appeals will be examined and the conclusion, positive or negative, will be given in written and fully documented within three months from receiving the appeal. 9.2 Every difference that arises will be solved from an arbitral tribunal, according to relative provisions of the Civil Procedure Code. The decision of the tribunal is final, not lodged in further appeals and directly executed. ARTICLE 10 : Financial Condition 10.1 Before the issuance of the Certificate, the company must pay the total cost for the certification audits. Π 13.1/ Ε01/ AMENDMENT Νο : 05 Page 12 from 13

13 10.2 After the issuance of the certificate and from the next year of Certification, the company must pay the yearly total cost just before the surveillance audit The total cost for the audits is the amount which has already agreed with the company in the relevant contract. Π 13.1/ Ε01/ AMENDMENT Νο : 05 Page 13 from 13

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